All standing committees are accountable to the Board of
Directors of the Canadian Mathematical Society. Each committee advises
and makes recommendations to the Board through the Executive, on
matters within its terms of reference. The Executive will transmit the
Committee's recommendation to the Board with appropriate comments. A
committee can be instructed to undertake such other duties as the Board,
the Executive or the general membership, at a general meeting of the
Society may, from time to time, determine.

The number and membership of each committee is determined by the
Board. Details on the length of term for chairs and members of standing committees
as well as the deadlines for nominations is given in the Section - CMS Organizational Structure.

For each standing committee, the Chair shall ensure:

that the members of the committee are consulted,

that, in addition to such other meetings as may be required,
committees shall endeavour to meet at the semi-annual meetings of
the Society,

that all relevant material is circulated to all members
of the committee,

that the Executive Office is sent copies of any minutes,
decisions, etc.

The Chair of any committee may, at any time, bring the issue of
non-participation of any committee member to the attention of the
Nominating Committee with a request for replacement.

Whenever legal advice is required, the Chair of a
committee shall contact the President or the Executive Director.

A chair, who is not a director,
is asked to attend meetings of the Board as an observer and resource
person. Each chair is also invited to attend the CMS Development Group.
The Board of Directors usually meets from 1:30 to 6:30 the day before
the start of the CMS semi-annual meeting and the Development Group
usually meets from 11:00 to 1:00 on the same day as the Board of Directors
Meeting.

Committee chairs are required to submit their annual budget requests to the
Executive Office by August 15. Budget requests must include the expenses
(and revenues - if appropriate) for all of the committee's activities for
the next financial year (January 1 - December 31). Even though, to reduce
expenses,
committee meetings often take place at the Society's semi-annual meetings,
one of the major expenses is for committee travel. Chairs, therefore,
should ensure that their budget requests accurately reflect amounts needed
for travel reimbursement.

Ex-officio committee members representing other societies, etc.
are not reimbursed by the CMS for their travel and other costs.

The final budget allocation for each committee is approved by the Board of
Directors and is administered as follows:

(a)

Prior to each committee meeting, chairs are required to
approve the travel and related
costs for all committee members to attending the meeting and
such that the total expenses to be reimbursed
is within the budget
approved by the Board of Directors.

Some departments have funds to help pay some of the
costs for attendance at CMS business meetings. Chairs
should bring this possibility to the attention of their
members.

(b)

Requests for
reimbursement of a committee expense,
using the CMS Travel Expense Claim Form,
are to be submitted
to the Executive Office, together with the approval of the Chair
and the appropriate
receipts and documentation.

(c)

All claims associated with a specific activity, or a claim
for reimbursement should be submitted at one time and
should not exceed the budget allocation.

(d)

Requests in excess of budget allocation must be
submitted to the Treasurer for review and approval before the
expense is incurred.

A committee decision, recommendation or motion that will require
Board consideration, must be submitted to the Executive Office in time
for consideration at the previous meeting of the Executive Committee.
The deadline for receipt is March 15 or September 15.

Reports

Chairs are required to submit an annual report on the activities
of their committee.

The Society's Annual Report to Members is
presented to the Annual General Meeting in June. Extracts are also
published in the CMS Notes and a bilingual
promotional flyer, with information from the Annual Report,
is prepared and circulated to government
agencies, corporations and donation
committees. The Annual Report to Members
covers the period January 1 to
December 31 and provides an excellent opportunity to showcase
our achievements and future initiatives.

Committee chairs are required to submit an annual report of their activities
to the Executive Director by January 31.
Although chairs should refer
to past minutes, reports, etc. they should be
mindful of the fact that the audience for the Annual Report
may not be very familiar with the Society's activities.
In preparing the annual report of activities, chairs should give consideration
to the Society's ``Goal and Statement of Purpose'' and ways in which the
CMS might achieve these goals.
A committee's annual report should be no more than
one page and should select only those events and
decisions which were significant and should not include every decision that
was made.

The following chart summarizes the dates for the receipt of committee
reports, recommendations and budget requests at the Executive Office.

Also included is the deadline for suggestions from committees chairs,
to the Chair of the Nominating Committee, regarding the
replacement of committee members whose terms will be completed at the
end of that year.

Reports and Deadline for receipt
Recommendations at the Executive Office

Committee Annual Reports (for the CMS Annual Report and CMS Notes)
(Covers the period January 1 - December 31)
(To be submitted to the Executive Director)
January 31

Committee recommendations/motions
requiring approval of the Board at the Summer Meeting
March 15

Publication Committee recommendations for new editors-in-chief (*)
requiring approval of the Board at the Summer Meeting
March 15

CMS Notes, CRUX and ATOM Series Editors-in-Chief recommendations
for new associate editors whose terms would commence the following January 1
(To be submitted to the Chair of the Publications Committee)
March 15

Committee chairs suggestions for replacement members
whose terms would commence the following January 1
(To be submitted to the Chair of the Nominating Committee)
May 1

Budget requests for next financial year
(Covers the period January 1 - December 31)
August 15

Committee recommendations/motions
requiring approval of the Board at the Winter Meeting
September 15

Nominating Committee recommendations for new
committee chairs and members (*)
requiring approval of the Board at the Winter Meeting
September 15

Publication Committee recommendations for new
associate editors of the CJM & CMB Scientific Editorial Board (*)
requiring approval of the Board at the Winter Meeting
September 15

Committee chair's suggestions for replacement members
for the Mathematical Competitions Committee whose terms
would commence the following September 1
(To be submitted to the Chair of the Nominating Committee)
December 1

Year-end expense reports for the current financial year
(Including estimates to December 31)
December 15

(*)

The Nominating and Publications Committee Chairs must
ensure that biographical information is obtained
from each candidate and that committee or editorial board
profiles are provided where necessary.